Committees the good the bad and the ugly

Committees: the good, the bad, and the ugly VDEM/VEMA Fall Forum 2016 David Farris

You rarely see people going way If I am satisfied with my job I I think I the actually did my fantasy above norm. Do you? …yesterday I was in a meeting and I sat there am more likely football draft during [a to be engaged and I said, with ‘this is bullshit’, like completely Icommittee thought a little bit of work meeting]. Although people probablyanddon’t involved in and a little of redirection we I have been tuning out bit because I feel that committee work. want to say I am doing this could really make some progress treated unfairly. because I want to look good in so I pushed my way onto that frontand ofsomy colleagues group we’re doing somemaybe There is a difference between a meeting where people that is there. it? cool stuff You rarely see people going way above the norm. Do you? bring donuts and meetings that there is no donuts.

Agenda • What makes a committee unique • Why this issue warrants an hour of your time • Factors that influence committee performance • Getting the most out of committees • General discussion

What makes a committee unique?

task force: nounˈtaskˈfo rs • a temporary grouping under one leader for the purpose of accomplishing a definite objective

team: noun ˈtēm • a group of people who work together • a group of two or more animals used to pull a wagon, cart, etc.

committee: noun com·mit·tee kəˈmi-tē, sense 1 also ˌkä-mi-ˈtē • a group of people who are chosen to do a particular job or to make decisions about something

Why this issue warrants an hour of your time!

Why talk about committees? • We don’t and most us never will; • We abuse them and they are poorly conceptualized; and • All of us (insert: waste, dread, resent) time spent in committees to some degree.

The Business Case x $$ x HOURS = $$$$

Professional Development “You have people that never serve on a committee. Do they ever get promoted? . . . So if you are not willing to serve on a committee and put yourself out there and contribute you’re probably not going to get [promoted]. ”

Factors that influence committee performance

Committee Soup Committee Composition Individual Characteristics Group Dynamics Committee Task/Objectives /Goals Leadership Active Engagement Compromise Helping Behaviors

Why do we need a committee? • Only a committee can fix the issue • Free from political pressure • Clear goals and objectives Committee Task/Objec tives/Goals

Committee Composition? • Size matters • Each member should be essential • Experience… (working in committees) • Hierarchy tends to discourage participation • Position may not be as important as personality • Happy employees make better committees members Committee Composition

Who are we in committees? 12% Personality 22% 17% Group dynamics 26% 23% Individual Characteristics Leadership The work of the committee Everything else in your life

Committee/Team Roles Role Definition 1. Resource Investigator Researcher, looks for ideas, what have others done, reaches out to resources 2. Team worker Worker, Jumps in and does the work, offers to help 3. Coordinator ‘Leader’, formally or informally helps to direct individual efforts 4. Plant Problem solver, thinks outside the box, comes up with ideas 5. Monitor Evaluator Controller, keeps the groups efforts grounded and reasonable 6. Specialist The SME, knows the topic and details 7. Shaper Champion, motivates the group and helps to maintain momentum 8. Implementer Planner, devises a way for the work of the group to be implemented/carried out 9. Finisher Editor, finds gaps and errors and reveals weaknesses Source: http: //www. belbin. com/about/belbin-team-roles/

Group dynamics • Dysfunctional groups are…well…dysfunctional • One bad apple • Group inertia • Grandstanding • Mistrust • Committees require time to become functional groups Group Dynamics

Leadership • Set expectations • Document action items • Hold committee members accountable • Address counter-productive behaviors Leadership

How do we engineer committees to be successful • Planning • Structure • Management • Documentation o Meeting minutes o Action items Leadership

Committee Planning = Project Management* • • • It’s a Committee IAP Outlines the purpose Identifies members Serves as a project timeline Tracks deliverables and action items Reference sheet for committee • • • Initiate the team Define or review scope Develop process and roles Monitor and control Close out and review the project Leadership *A Guide to the Project Management Body of Knowledge (PMBOK Guide) Fourth Edition

Getting the most out of committees

And Then What? Committee Composition Individual Characteristics Group Dynamics Committee Task/Objectives /Goals Leadership Active Engagement Compromise Helping Behaviors

Active Engagement Compromise Helping Behaviors

Active Engagement Normative Committee Behavior Active Engagement • Attend meetings (most of the time) • Prepare for committee meetings • Offer minimal contribution • Consistently contribute to the conversation • Avoid additional work/tasks • Collaborate with others • Unprepared for committee meetings • Take on tasks or volunteer for assignments • Distracted by personal devices or other work • Actively listen and express positive body language • Disinterested or disengaged • Complete assigned tasks on time • Non-responsive to requests for information • Continue conversations outside of the committee • Respect committee leadership

Compromise • Showing deference to other committee members; • Acknowledging a limited understanding or perspective of a subject; • Making concessions for the good of the group; and • Behaving in a manner that considers others perspectives. “I try my best to see what is needed from my perspective and do that. I really try to meet the situation with the appropriate type of leadership or subordination as is required. ” “It’s not just about you, it’s not just about this particular group, its we’re doing this because we need to make sure that conditions are right for this group of people to do what they need to do and that’s what we’re going to focus on. ”

Helping Behaviors • Lend assistance on a project; • Provide unsolicited information; • Come to another persons defense; • Help someone navigate politics; and • Resolve conflict in the committee. “I have colleagues that I know have strengths and weaknesses, and if they sign on to do something that I know they are motivated to do, but they may have some weakness, and I know that I can supplement them if we work well together, I would be happy to help and have done that. ”

Wrapping up

Committee Composition Individual Characteristics Group Dynamics Committee Task/Objectives /Goals Leadership

Individual Satisfied Conscientious Interested Committee SMART goals Autonomous Group Dynamics Familiarity Trust Composition Right people Flat organization Leadership Plan committees Set expectations Actively manage

Closing • What are your professional and personal interests? • What is your motive for engaging in the committee’s work? • How can you use committee work to advance yourself or others? • What kind of impression do you want to leave with your colleagues? • How can you create more productive/efficient/worthwhile committees?

Questions and Discussion David Farris, Ph. D. , MBA, CEM Executive Director of Safety and Emergency Management George Mason University dfarris@gmu. edu O: 703 -993 -2507 C: 571 -233 -0000